How Should I Plan the Project Activities?
The desired output of a good project planning stage is to produce a clear and shared understanding of the future project activities and agreed action plan.
Having established and presented, in the project brief, the start and end points for the project, it is a good idea to break this down into clearly identifiable tasks. The use of creative thinking at this stage to discover innovative ways of delivering these tasks and to make the design or redesign improvements that are required.
For each task, produce a list of all the activities required to deliver it. This is often called an action plan.
A detailed schedule should emerge from this process of planning. But keep it simple and remember the important thing is to produce a list of activities stating the who, what and when for each activity.  e.g . activity example:
Who
John Smith
What (& where)
Prepare food menu and deliver to charity
When
by 1pm on 31st Jan 2020
This may be done in a MS Word document or, if you prefer, the plan can be captured in another electronic format – for example, in project management software. Using software like this may make the plan appear complicated so make sure you have a simple visual version for those who do not need to see the detail. Share this scheduled plan with the individuals involved in the project on a regular basis to ensure the project stays on track.
What the project team will be expecting is a task list with who, what and when. The how of the task will be down to the specialist that’s appointed to perform the task.
However, some planning tools will be considered here as planning is crucial! As is widely known, Henry Gantt was one of the pioneers of project management who developed the popular Gantt chart, which is used as a diagram for project management. (see more information in the Funding & Tendering module). The project manager must create a schedule and set deadlines. Often, a project manager will use visual representations of workflow, such as Gantt charts, PERT charts or Critical Path Diagrams to determine which tasks are to be completed when and by whom. They set a budget that includes sufficient funds to keep the project within budget even in the face of unexpected contingencies. Other useful tools are Logic Diagrams and RAG Analysis or the Traffic Light System, e.g. the following is the time management of a research project using this method.
A simple chart with a list of activities and each designated a colour;
Green: All is well
Amber: Some concern
Â
Red: Concern/ Still to complete
Research Activity | Milestone | Date | RAG |
Research Proposal completed/ START | Â | 11/01/21 | n |
End of Literature Search | M5 | 05/03/21 | n |
Completion of Pre-Testing/ Pilot Study | M1 | 22/01/21 | n |
Confirm final adjustments – questions | M2 | 05/02/21 | n |
Complete research | M3 | 26/02/21 | n |
Completion of data analysis/ Coding | M4 | 12/03/21 | n |
Completion – writing up of results | M6 | 26/03/21 | n |
Write up of final report | M7 | 30/04/21 | n |
A logic diagram is the progression of a project divided into a flow chart with a division of tasks and an estimation of the time, expressed as week numbers, that each project task will start.
Logic Diagram (weeks in brackets)
‘Projects’ are tasks that could be part of our routine lives or any business. Projects could be anything from preparing a meal at home or organising a vacation tour. And, if it’s business or work-related, developing a website or software, product or a tool, carrying out research or construction of a building can all be termed as ‘Projects’. Thus, the project is an endeavour, with a set of temporary tasks implemented to attain targeted objectives within defined time, scope, resources, and cost. The distinguishing factor between ‘project management and ‘management’ is that the latter is an on-going process while the former has a definite span of time and deliverables. In simpler terms, ‘Project Management is a process which requires the application of knowledge, skills, and expertise, tools and techniques as well as deliverables to make the project a success so as to attain the desired objectives/goals.
We have already referred to the DPIC/ DPIE model. Apart from the phases already mentioned, project management also includes many discrete functions such as defining project scope, scheduling (time management), resource management, and budgeting. Procurement, managing risks, communication, and negotiation with the stakeholders also form an integral part of the management of any project.
Finally, it is worth remembering the Iron Triangle – this is the idea that a project can be delivered by meeting two of these descriptors but never all three – delivery can be either fast, cheap and/ or with good quality outcomes.
The Iron Triangle
Read more about the Iron Triangle